E-HRIS

Prepared By : Riyaz Anzari

Work Environment Work Environment functions define the work environment setup including organization units and hierarchy, jobs, positions. The compensation & grading policy including grades, pay scales, and points can be defined through Define Grading Policy screen. Special functions enable to define the organization basic data such as Countries, Cities, Locations, Employment Types, etc.. The user can generate the organization chart through specialized visual tools such as Visio, Org-Plus HR Base Features Customizable Person file, Screens, Help Rules- Based, Date Tracking Multilingual, Multi-Org, Multi-currency, Multi- Media Attachments Retroactive Calculations, Social Security (for UAE nationals) Access Control, Data Authorization, Access Time Restrictions Alerts, To Do List Employee self service Work Flow Organization Chart Audit Scheduler/Batch Processing User defined Microsoft Word printout templates (letters, certificates, service request forms) Client Server or Web-enabled Access Control and Security features The Administrator can authorize or restrict an end user, to see/use a certain set of screens/forms and set of reports. At the same time, the administrator can implement a full access security down to the field level by authorizing and/or restricting certain users from accessing (display, insert, update, delete, query) a certain field on an accessible screen. Personnel File The Personnel File screen (Define Persons) will contain all information related to a person (employee, applicant, relative, etc) including bio-data, employment data. Additional information (based on the organization needs) may be dynamically added to the person file to include details like skills, previous employment. Experience, passport details, address, performance evaluation results, official missions, training courses, education profile etcThe person file is instantly customizable Personnel File Personal Actions/Updates Actions/Updates that DO NOT generate Financial Effect In general, these actions/updates to the person file content (address change, new passport, new training record, etc.) are done directly to the Person/Profile file screens and these changes will be logged for further reference and/or auditing purposes Actions/Updates that generate a Financial effect However, the actions/updates that generate a financial effect (Appointment, Change Marital status, Change Nationality, Promotion,

Annual raise and Transfer) made in the HR department can be entered simply and directly to the Person file screen( approval from GM HR) These actions/updates may generate financial calculations according to the pre-defined organization rules (see Rules below). These calculations are posted to the Payroll section where the system allows for auditing and approval for final posting to the Payroll. The system provides a TO Do LIST Facility enabling the posting of the 1st level entered transactions to the higher 2nd level/authority for processing (in both Personnel & Payroll). HRIS should allow us producing a hardcopy printout of the transaction (if needed) including all details. HRIS Rules Repository The Rules and regulations for different allowances and benefits (Basic salary, Housing, Transportation, Overtime,) will be defined and maintained (update or stop validity of an existing rule by introducing an end date, add a new rule) centrally in the Maintain Rules screen in addition to other rules related to Leave, Tickets, Gratuity Calculations, etc. HRIS Personnel Transactions Appointment Covers the process of appointing a person. It handles the appointment process by doing an appointment transaction and issuing standard employment contracts with the facility to record Functional Specifications exceptional elements and contract details. It also checks for the necessary prerequisites such as passport copy, etc. In between, it provides facilities to cancel any of the taken actions and recording of applicant responses. Leave Different kinds of leave (annual, sick, unpaid, emergency, etc..) can be processed through the different leave transactions (Process Leave Request, Return From Leave, Leave Encashment and Leave Balance Adjustment) according to the pre-set rules. Tickets, Overtime, Official Missions, Allowance, Absence & Violations, Deductions, Loans, End of Service and Gratuity calculations are processed through special transactions as per the defined rules and regulations. For all mentioned transactions the user can generate a printout to be signed and filed. The effort needed to customize these printouts (and/or adding new ones) will be quoted separately in the implementation services quotation. HRIS Payroll HRIS Payroll is a highly flexible system allows the user to run different Payroll runs (monthly, weekly, on-demand) for different Payroll Groups(Branches, departments, permanent and/or

temporary employees, managers,etc..) and pay in different pay methods (Cash, bank Transfer, Cheques). Payroll integrates with the HRIS Personnel module and takes input from the Personal Actions/Updates and Personnel Transactions and allows generating Special Purpose actions such as additions/deductions (telephone bills, etc...). The Personnel Transactions are directly posted for payment and recorded to the employee financial file. The Payroll officer does not re-consult the rules for those transactions and his role is limited to verification. However, the Personal actions/updates (Like Change in Marital status) are posted to the Payroll officer through the Verify financial effect screen where he can consult the rules to check the details of the financial generated calculations including any retroactive calculations and take into effect ALL nested transactions. As detailed above under the Person File Personal Actions/Updates, the system allows for a second level of approval within the Payroll department for final posting to Payroll. HRIS allows the reverse of the payroll generation and handles Online /Manual checks. HRIS Payroll supports multi-currency thus allowing users to define the payment currency at the level of each pay element fully or partially (percentage). Social security sub-modules enable the implementation of country specific taxation and social security rules. HRIS Time Attendance HRIS Time Attendance has the facility to define different working calendars and shifts for different attendance groups. The system allows for issuing of permissions regarding delay, overtime The employees In and Out time will be entered though a special screen and the system will automatically show the delayed, absent and overtime hours as per the defined working shift for the employee. Administrative Certificates & Immigration forms HRIS has the facility to generate standard certificates/ letters for employees (Salary certificate, Service certificate, etc) in a Microsoft word format where these templates can be easily updated by authorized users. The effort needed to customize these certificates (and/or adding new ones) will be quoted separately in the implementation services quotation. Recruitment HRIS recruitment module functionality starts by recording the recruitment requests coming from different departments; advertising these requests taking into consideration the budget coming from the budget; recording the job applications and CVs and linking them with the appropriate openings. The system follows up the stages of the request up to processing the appointment offer or issuance of a regret letter to the applicant. Manpower Budget

HRIS provides the facility of inserting planned transactions such as new appointments, annual increment, transfer, end of service and re-grading that will impact the planned budget; Then, the system estimates the cost of these seats as per the defined rules and posts it to the total budget of the organization. Performance Evaluation HRIS allows the definition of different evaluation criteria; associates them with various evaluation forms; records the evaluation results and auto generates the performance evaluations for employees upon demand or on regular basis. Based on the performance and according to the organization preconfigured business rules; this module automatically takes or suggests different actions (such as suspending annual increment, issuing a notice letter) and subsequently updates the financial status of the employee or his training program. Training HRIS Training module manages the employees training (internal and external), candidates, courses, and training centers. HRIS provides individual employee and course tracking and recording facilities and handles training cancellation or extension. It also provides flexible payment method depending on the training type, time and place. Maintaining instructors, training rooms, equipment and schedules is also handled. Career Development Career path definition and competency management are the two basic functionality handled by this module. The system allows the user to assess the competency level for each employee in association with his/her position needed skills. This is in addition to recommending the proper training to recover the gap between employees competency level and his position needed level. Succession Planning HRIS manages the creation of succession plans by building any kind of position and person selection criteria. The Plan approval will automatically process the necessary planned transactions to be included in the budget and create the proper career path for the related employees to be able to manage a competency development program. Correspondence This module provides the ability to issue any kind of out-letters and record all in-letters as per their classification. These letters can be easily printed from the system through generated Microsoft Word templates. Housing / office HRIS housing module allows the user to maintain the details of the different housing complexes (villas, buildings, flats,). It also provides a flexible mechanism for reserving, occupying and vacating flats.

Public Relations activities Public events like seminars, conferences can be managed by HRIS Public Relations module. Event and transportation schedules can be easily recorded in the system. This is in addition to the maintenance of the contracts details and the contractors profiles. Transportation HRIS Transportation manages the different vehicles that the organization uses including any kind of documents (registration, insurance). It also provides the facility of defining transportation schedules, maintenance plans and contracts details. Web Self-Service HRIS Self-Service Provides facilities to the staff to inquire or request services without the of the personnel department such as inquiry about leave balances, request for a certificate/letter. A comprehensive Workflow manages the requests processing cycle as per the defined approvals so that the user can at any time check the status of his request. This module also provides the notification facility through the web page, or email. HR Intelligence HRIS HR Intelligence offers the decision makers a combination of advanced reporting functionality and intelligent statistics that will help them to measure; monitor and guide the actual performance of the HR policy and strategy to meet the set objectives. Examples include important areas such as localization programs; recruitment, attendance, Training, development activities; skills and competency distribution; salary analysis, distribution of manpower according to age, salary, position, Reports (Standard, End user Ad-hoc reports) HRIS has standard reports for all modules that will be customized to map to the contents (i.e. labels and fields but not to the exact format) of the similar customer reports under our standard implementation services. These services do not include developing the exact format of the customer reports The HRIS standard reports for the relevant modules are listed in the section List of Main Licensed Application Forms (screens) and Reports. End users using specialized 3rd party licensed tools such as Excel, Access, Crystal-Reports, Oracle Discoverer, etc may develop ad-hoc end user special reports and graphs. List of Main Licensed Application Forms (screens) and Reports Personnel with Photo Personnel Forms Standard Personnel Forms

Define Persons Offer Supporting Documents for Allowances (form the employee file) Certificate Requests Gratuity Entitlement Inquire Employee Transactions Person Skill Search Leave Request Return from Leave Leave Balance Adjustment & balance enquiry Leave Encashment Calculate Employee Leave Balance Overtime Gratuity Entitlement Air Passage Forms Issue Air Passage Stop / Activate Passage Entitlement Air Passage Encashment Define Route Price Lists General letters / Requests Official Mission Official Mission Change Official Mission End Notice Employee Promotion Change Job / Position With Regarding Change Marital Status Change Employee Nationality Change Employee Religion Suspending Salary Payment Stop Suspending Salary Payment Directive Change Employee Location Furniture / Transport / Related Adjustments Change Employment Type Salary Control Appointment Cancel Appointment Appointment Commencement Extend Probation Period Confirmation of Appointment Extend Confirmed Period Renew Employment Contract Employee Resignation Employee Death Employee Terminations End of Service Retirement

Absence / Violations and taken actions Employee Transfer Standard Personnel Setup Forms Define Countries and Nationalities Define Grading Policy Define Jobs Define Organization Units & Positions Maintain Rules Define Certificates Define Basic Data Define Agreement Types Personnel Reports Standard Personnel Reports List of Employees per business units List of Vacancies Employees as per Nationality & Contract Type Employees as per Nationality & Org. Unit Terminated Employees Employees on Leave List Of Delayed Leave Return Employees List of expired passport / Visa for employees Employee File Summary Employees List as per Org unit and Grade Employees Annual Leave Balance on a date Employees Gratuity on a Specific date List of Not Returned Passports within a period List of Health Card/ Insurance Card Employee Profile Summary Air Passage Encashment for Citizens (UAE national) LOCAL Staff LPOs per Grade (optional) LPO Details by Nationality or Route wise List of all Transaction for an Employee Employee Details at Two different dates List Of Employees Eligible For Promotion Personal Particulars, Details of Salary, Leave, Passage List Of Expired Agreements List Of Staff at End of Probation Letter for Release of Terminals (EOS) List of Released OR to be Released Employees List Of Gratuity Entitlements ( Unit/Employee ) Print Entitled Allowances Exceptions Print Official Mission Allowances Exceptions Print Air Passage Entitlements Exceptions Print Education Fees Payment Exceptions Print Disciplinary Action Exceptions

Print Furniture Allowances Exceptions Print Extra Effort Allowances Exceptions Person Details Report On Employee Entitled To Certain Allowance Personnel Action During a Period List of Vehicles Documents to be expired List of Unit/Sites Documents to be expired Print out of Location Map and Employees Telephone lines per departments and locations List of Employees in a specific Age Range Employees as per Nationality & Contract Type Leaves or Vacations and the Granted Visa (KSA) Employee Age Analysis Deductions Report Letters of Retirement (After six months) List of Retirement (After six months) Statistic On Personal Transaction By 17th of Every month Statistical Report On Annual Increase Emp. Statistics On Transactions' Processing Periods Employee Country/Grade Statistics Employee Job/Grades Statistics Organization Structure / Employee Count Statistics On Users' Transactions' Processing Per Period Standard Personnel Setup Reports List of Jobs List Of Grades - (Details) List Of Organization Units List Of Organization Structure List Of Unit Positions Summary List Of Certificate Types Employee Financial Details (Manual Filling) List of Classes and Elements List of Elements and Element rules List Of Leave Rules List Of All Global Variables Print Location Summary List Of Countries List Of Grades Summary Payroll Payroll Forms Standard Payroll Forms Define Run Control Allowances Direct Updates General Purpose Financial Actions Individual Payroll / Manual Cheque Inquire Generated Payroll Details

Standard Payroll Setup Forms Define Payroll Periods Define Ledger Accounts Define Processing Sequence Define Payroll Run Types And Schedule Define Payroll Groups Define Pay Methods Payroll Reports Standard Payroll Report List of Employees Per Bank Branches Pay slip (Entitlements/Deductions) List of Salary Changes from previous Month List of Employees Salary in a specific Month List of Total Monthly Salary per Element Employees Annual Leave Balance on a date Employees Gratuity on a Specific date List Of Employee Allowances Details Historical Payroll Data For An Employee Gross Salaries Employees on End of Service Employees On Leave List Of Delayed Leave Return Employees List of Employees Current Loans List of Non Paid Employees Main Monthly Payroll Reports Payroll & Allowances Audit Reports Unprocessed Leave Salaries List of Cancelled Checks that are Posted Staff who had transaction without financial effect Staff who had transaction with financial effect List Of Pending Transactions For Finance Action List Of Employee Transactions and Finance Information Total Leave Bank Transfers For a Period Total Approved Payments in a Period New Hire Audit Report Employees with Suspended Salaries Quick Salary Reconciliation Department Totals Deductions/Allowances per Org Units & Accounts Suspended Salary Employees Overtime Payment Summary Per Unit Employee Over Time Payment Employees who receive a Specific Allowance Salary Adjustments Payroll Accruals Actual Average Basic Salaries Statistic

Actual Basic Salaries Statistic Asses Employee Entitled Allowances Asses Employees Entitled Leaves Cumulative Salary Increase Print Person Financial Data Print Journal Data Print Accounts Distribution Report Standard Payroll Setup Reports List Of Pay Element List Of Processing Sequences List Of Payroll Run Types And Schedules List Of Payroll Groups List Of Pay Methods List Of Payroll Periods List Of Ledger Accounts and their Elements List Of Currency Categories List Of Processing Groups List of Defined Financial Accounts List of Run Control Employees Details Time Attendance Time Attendance Forms Define Attendance Logs Maintain Employee Calendar Type Issue Attendance Permissions Review Employee Attendance Define Holidays Maintain Attendance Groups Maintain Working Calendars (working days/shifts) Time Attendance Reports List of Employee Absence Hours Employee Attendance During a Period List of Unauthorized absence days During a Period List of Authorized Overtime Hours During a Period Recruitment Recruitment Forms Record Recruitment Requests Inquire Post Occupation Recruitment Requests Define Candidates for Multiple Recruitment Requests Dynamic Search Info Define Events and Attendances Maintain Recruitment Activity Job Application Maintain Recruitment Advertisements Inquire Recruitment Request Offer

Offer Response Recruitment Reports Interview Schedule Recruitment Statement Detailed Recruitment Statement Staff Details By Type List Of Recruitment Requests Recruitment Tests Measurements Visa Status Report Recruitment Activity Report Recruitment Score Board Manpower Budget Manpower Budget Forms Define and Maintain Human Resource Plan Record Proposed Staff Additions Edit Proposed Staff Addition Record Planned Employee Termination Record Planned Employee Transfer Record Planned Employee End of Service Record Planned head count increase Manpower Reports List of Employees per Organization Units List of Vacancies Employees as per Nationality & Contract Type Employees as per Nationality & Org. Unit Employee File Summary Employees List as per Org unit and Grade Summary of Manpower Budget on grade wise Localization Percentage Plan Total Manpower Plan per Units Total Manpower Plan per Regions Manpower BUDGET Comparison quarterly Report Yearly Payroll Projection Payroll Cost Projection (Salary Change) Summary Status of Approved Human Resource Plan . Detailed Status of Human Resource Plan Budget Staff Summary Sheet . Budget Staff Additions Budget Staff Reductions List of Planned Appointment .List of Planned Re grading List of Planned Termination List of Planned Transfer

List of Planned End of Service List of Planned Annual Raise Proposed Staff Re grading Existing Staff Information Sheet List of Existing Employee Allowances Total Estimated Staff Budget Estimated Salaries & Allowances (Vacant Post) Estimated Salaries & Allowances (New Post) Performance Evaluation Performance Evaluation Forms Maintain Evaluation Factors ( objectives) Maintain Evaluation Type Factors Maintain Evaluation Score Scale Generate Evaluation To person Evaluation According to Hire Date Record Performance Evaluation Results Performance Evaluation Reports Performance Evaluation for a certain staff category List Of Performance Evaluation Results Evaluated Employees Results Unfilled Performance Evaluation Recommendation for Upgrading List of Performance Evaluation Print letters for staff having un satisfactory rated evaluation Training Training Forms Record Training Courses Institutes Details Record Courses according to their Institutes Update Delegate Status Record Supervision on Training Courses Record Follow Up Actions For a Delegate Follow Up Delegates Results Record Payments Update Training Course Results Record Supervisors Visits And Reports Define Evaluation Factors Define Material Types Assign Courses To Instructors Course Evaluation Maintain Evaluation Score Scale Record Unit Requests for Internal Courses Units Requests for Internal Courses Record Candidates for Internal Courses Record Approvals on Candidates for Internal Courses

Internal Training Course Enrollment Update Internal Training Course Enrollment Return From an Internal Training Course Record Unit Requests For External Courses Units Requests for External Courses Record Candidates for External Courses Record Approvals on Candidates For External Courses External Course Enrollment Update Training Course Enrollment Return From an External Training Course Departure Notification for a Training Course Return From Training Course Notification Taking Private Car in a Training Course Inquire Units Requests For Training Courses Inquire about Units Requests Inquire About a Training course and its Delegates Inquire About a Training Course and its Details Inquire About a Delegate for a Course Inquire Room Availability Course subject inquiry Training Reports Local Trainings in a Period List of recommendations for a unit Units Requirements from external Courses List of courses in a specialization List of students who finished their studies in a year Detailed Report about a certain trainee Print a list of graduates of an Academic Association Print a report of the students status in a period Print a list of Trainees in a country. Report of Trainees in a Certain Specialization Print the payments on a trainee in a period Printing Follow-ups Requested for a Trainee List of employees sent for a course in a period Report of Outside Institutes Report about students according to specialization and country Report about employees getting a training in a period Report about training extensions in a period Employee Courses and Main Data Employees' Trainings Report Candidates in a Training in a Certain Period Employees Receiving a Training in a Period Employees who did not attend a Training in a Period List Of Vacancies In Courses List Of candidates In Courses with a specified Qualification Data of Recording delegates to a course

Career Development Career Development Forms Maintain Career Development Asses Person's Competency Define Persons Define Organization Units & Positions Record Training Courses Inquire About Position Planned Occupations Career Development Reports Employee Career Path Details List of Upcoming Evaluations Upcoming Position Take Over Employees Competency Assessment Succession Planning (maybe developed later) Succession Planning Forms Maintain Succession Plan Execute Succession Plan Succession Planning Search Criteria Wizard Define Events and Attendances Succession Plan Evaluations Query Succession Plan Succession Planning Reports List of Available Succession Plans Succession Plan Details Succession Plan Progress Correspondence Correspondence Forms Maintain Letters/Documents Categories Maintain Letters Topics Issue a correspondence / letter / service request (Outgoing) Incoming Letters Maintain Vocabulary Correspondence Reports Out Documents Journal For A Period In Documents Journal For A Period List of Letter Topics Housing Housing Forms Maintain Properties Maintain Units Reserve Unit Occupy Unit Vacate Unit

Record Housing Expenses Housing Expenses Change Rental Cost Arrival Of Guests Search Units List of Compound Expenses Accommodation Summary List of Unit Compounds Unit Details List Of Available Units Request For Cheque List of Expenses Employee History Public Relations Public Relations Forms Maintain Public Relations Activities Maintain Contractors Public Relations Reports Print Event Transportation Schedule Print Event Activities Schedule List of Event Attendees Print Event Attendee Accommodation Details Print Event Attendee Flight Schedule Transportation Transportation Forms Maintain Vehicle Data Maintain Vehicle Transactions Assign Vehicle To Employee Requests For Vehicles Define Plans Define Activities Define Assignments Define Maintenance Plan Maintain Vehicle Maintenance Define Transportation Contracts Inquire Assignments Vehicles Inquiry Vehicle Transactions Inquiry Transportation Reports Fuel Cost Detail Report Vehicle Details List of expired Vehicles documents Self-service Self-service Forms

Leave Request Return From Leave Request Leave amendment Cancel Leave Leave Encashment Tickets (Cash in Lieu) Request Change Marital Status Request Change Passport information Add new relative request Certificate Request Salary Certificate Request Update My address information Booking Request Change Education Request Change Employee Assignment Request Record Recruitment Request Official Mission / business trip request Modify Allowances Overtime Renew Employment Contract request Self-service Reports Leave Balances Leave Details Cash In Lieu (tickets) Inquire Allowances Inquire Payments Bank Account Information View Vacant Jobs Inquire Detailed Leaves Employees On Leave Inquire Other Leaves Archived Notifications Employee Education Profile Employee Passport Profile Training Courses Inquire Gratuity Vacation Planner Late & Absent Return From Leave Total Manpower Plan per Units Employee File Summary Acting Positions Employees service directory Organization service directory HR Intelligence

HR Intelligence Forms Maintain Score Card Info HR Intelligence Reports Time Attendance Score Board Reports Cumulative Salary Increase Localization Percentage Plan Statistical Report On Annual Increase Employee Grades/Category Statistic Employee Score Board Recruitment Score Card Report Employees as per Nationality & Contract Type Employees as per Nationality & Org. Unit Localization Report Employee Job/Grades Statistics Statistics On Transactions' Processing Periods Recruitment Statement Statistical Report On The Employee Class Employee Statistics per Allowance List of employee data No. of employees (Agreement Type / Trade license) Actual Average Basic Salaries Statistic Actual Basic Salaries Statistic Employee Statistics per Nationality No. of trainees sent for a course according to spec Statistic of Preparing Trainees According Specialization and Type